Staff Writing U.S. Army Training and Doctrine Command

Staff Writing
U.S. Army Training and Doctrine Command
Preface
Introduction
The U.S. Army Training and Doctrine Command headquartered at Fort Monroe,
Virginia has made this packet available to viewers of the Plain Language Action
Network and others interested in improving their power of expression.
Action
Officer
The Army and sister services use the term, action officer to refer to a staff
member (staffer). Action officers shape information and submit
recommendations to senior decision makers, that when approved become
decisions. To do this successfully, action officers must be proficient writers;
they author documents that often have impact Armywide.
Self-paced
instruction
This packet has been drawn from the Action Officer Development Course
consisting of 11 lessons and 5 appendices that cover staff processes and
communication skills, including writing.
Website
To view this course and others, visit the Army Correspondence Course Program
website: http://www.atsc.army.mil/accp/aipd.htm
We've opened enrollment to this course to all federal employees and members of
the armed forces.
Author
The author, Mr. John Beckno, welcomes comments and suggestions.
DSN 680-5684 or 757-728-5684
e-mail: [email protected]
Action Officer
Lesson 11—Writing with Clarity
Overview
Introduction
This lesson describes a few simple ways to write with clarity. Apply its
teaching points and writing takes on a clear, concise, and vigorous quality.
To improve further and exceed the modest standards described here, study the
works listed at the end of this lesson.
Rationale
In today's world of time constraints and information overload, readers don't
have time to wade through obscure writing, searching for meaning. If you write
well, readers will read what you write, quickly understand it, and remember
who wrote it.
As soon as you move one step from the bottom, your
effectiveness depends on your ability to reach others through
the spoken or written word.
—Peter F. Drucker
Objectives
– Identify standards and rules for Army writing.
– Define the active and passive voice.
– Describe types of wordy expressions and ways to eliminate them.
– Write sentences of proper length and with proper emphasis.
– Package writing for ease of reading.
– Use editing tools to ensure correctness.
Continued on next page
Lesson 11, Writing with Clarity
11-1
Action Officer
Overview, Continued
In this lesson
This lesson contains two sections and three appendices:
Section A:
Topic
Improvement The Need for Clear Writing
Techniques
Standards and Rules
Active and Passive Voice
Using the Active and Passive Voice
Wordiness
Smothered Verbs
Sentence Clarity
Packaging
Bullets
Editing
See Page
11-3
11-4
11-5
11-6
11-7
11-10
11-11
11-13
11-15
11-16
Section B:
Back
Matter
See Page
11-18
11-19
11-21
11-22
11-24
Appendices
11-2
Topic
Overview
Summary
References
Practice Exercises
Answer Key
Topic
Appendix A, Informal Staff Language
Appendix B, Simpler Words and Phrases
Appendix C, Discussion Papers
See Page
A-1
B-1
C-1
Lesson 11, Writing with Clarity
Action Officer
Section A—Improvement Techniques
The Need for Clear Writing
Introduction This map explains why action officers must be skilled writers.
Necessity
Since writing lacks the advantage of immediate feedback to clarify meaning, it
must be readily understood from the beginning. Here's what happens if it's not:
The reader will waste time
– rereading
– guessing
– grabbing a dictionary, or
– picking up a phone.
The writer will waste time
– taking calls from confused readers
– writing a clarification message, or
– explaining to an irate boss why the
paper must be rewritten.
Quality
While some bureaucratic writing is good, much of it is turgid, passive, and
confusing. In spite of efforts to eradicate it, poor writing still survives:
– It's embedded in the bureaucracy.
– People think government writing should look official.
– The undereducated or insecure think they can impress by writing this way.
– Writers either don't know how or else are afraid to change.
– Leaders who should know better tolerate poor writing.
AOs are
writers
Action officers must write well; they write documents for senior leaders to sign,
often widely read, and having large impact. One who writes with a golden pen
has an edge. An otherwise talented person who doesn't write well works at a
disadvantage. This gifted writer says it best:
Bad writing makes bright people look dumb.
—William Zinsser
Lesson 11, Writing with Clarity
11-3
Action Officer
Standards and Rules
Introduction
This map explains the writing standards and rules defined in Army Regulation
25-50, Preparing and Managing Correspondence. These standards are just
that—they're not suggestions.
Standards
To be understood quickly, writing must meet these standards:
Standard
Description
Complete
Answers the mail
Concise
Uses fewest words to get point across
Clear
Understood in a single, rapid reading
Organized
Logical and coherent
To the point
Bottom-line up front
Grammatically correct.
Proper spelling, punctuation, grammar.
Rules
To meet Army writing standards, follow these composition rules from AR 25-50:
Item
Rule
Bottom line up State purpose and main point up front. For example, put the
recommendation, conclusion, or reason for writing in the first
front
or second paragraph, not at the end.
Use active voice in most sentences.
Active voice
Choose one or two-syllable words over multi-syllable ones.
Short words
Short sentences Write short sentences (average about 15 words).
Write most paragraphs about one inch deep.
Lean
Avoid jargon, especially when writing to outsiders.
No jargon
Use correct spelling, punctuation, and grammar.
Error free
Set a businesslike but informal tone. Use you, we, or I instead
Informal
of this office or this headquarters.
Exception: Because it’s patronizing, avoid using possessive
pronouns, my or mine.
One page
Clarification
11-4
Example: Instead of saying my staff, say our staff.
Limit length to one page for most correspondence.
Writing must be error free in spelling and punctuation but not always perfect in
style. Remember, perfect is the enemy of good. In a busy staff environment, a
reader who quickly grasps meaning will likely overlook finer points, such as an
occasional which instead of that or a split infinitive.
Lesson 11, Writing with Clarity
Action Officer
Active and Passive Voice
Introduction
This map explains the differences between the active and passive voice.
Terms
Voice refers to the relationship of a subject and its verb.
Active voice refers to a verb that shows the subject acting.
Passive voice refers to a verb that shows the subject being acted upon.
Active voice
A sentence written in the active voice shows the subject acting in standard
English sentence order: subject-verb-object. The subject names the agent
responsible for the action, and the verb identifies the action the agent has set in
motion. Example: “George threw the ball.”
Passive voice A sentence written in the passive voice reverses the standard sentence order.
Example: “The ball was thrown by George.”
George, the agent, is no longer the subject but now becomes the object of the
preposition, by. The ball is no longer the object but now becomes the subject of
the sentence, where the agent preferably should be.
Omitting the A passive sentence may also omit the agent
and still express a complete thought. But this
agent
makes a sentence vague because it may omit
important information such as who, what, or
why (perhaps intentionally).
Examples:
– The ball was thrown.
– The report was submitted late.
– No decision has been made.
Passive form To configure a verb in the passive voice, use
– a form of the helping verb to be: The report was completed.
– a main verb forming a past participle: The report was completed.
Examples of forms of the verb, to be: is, are, was, were, be, being, been.
Examples of participle endings: ed, en, un, t (reviewed, arisen, begun, caught).
Caution: Don’t confuse a passive sentence with one that describes a state of
being. Example: “The water was frozen.” Though the sentence appears
passive, it isn’t because it is describing the condition of the subject. To be
passive, the sentence would have to show action directed to the subject.
Lesson 11, Writing with Clarity
11-5
Action Officer
Using the Active and Passive Voice
Introduction
This map explains how to convert the passive voice into the active. It also
explains when it’s appropriate to use the passive voice.
Active versus Writing sentences in the active voice is the single best way to improve writing.
Active voice
Passive voice
passive
– uses fewer words
– uses 20 percent more words
– takes less time to read
– takes more time to read
– identifies the agent.
– may omit the agent.
Before and
after
Passive voice: It was recommended that an ethics committee be created, so
citizens would be afforded a means of reporting fraud, waste, or abuse.
Active voice: City Council recommended the mayor create an ethics committee
to enable citizens to report fraud, waste, or abuse.
Conversion
steps
To convert a passive sentence into an active one, take these steps:
Step
Action
1
Identify the agent.
2
Move the agent to the subject position.
3
Remove the helping verb, to be.
4
Remove the past participle.
5
Replace the helping verb and participle with an action verb.
Examples of
conversion
Original:
The report has been completed.
A decision will be made.
When to use
passive
Though overused, passive voice still has legitimate purposes in our language.
Use the passive voice when the
Example
receiver is the focus of the action
John was awarded a prize.
agent is unknown
The store was robbed.
agent is irrelevant, or
The paragraphs will be numbered.
situation calls for discretion.
No decision has been made.
(Your boss is sitting on the action.)
11-6
Revised:
Jack completed the report.
Jill will decide.
Lesson 11, Writing with Clarity
Action Officer
Wordiness
Introduction
This map describes types of wordy expressions and ways to eliminate them:
Types of Wordy Expressions:
– Pompous Diction
– Overuse of The, That, and Which
– Dummy Subjects
– Redundant Pairs
– Redundant Modifiers
– Needless Repetition
– Compound Nouns
Rationale
Using the active voice improves writing quality. However, if writing contains
unnecessary, pompous, or long words, it will still be hard to read. Remember,
the longer it takes to read, the weaker it comes across.
Pompous
diction
Some writers choose words to impress, rather than to express. Big words and
pompous phrases add deadwood that hinders meaning. Most wordy expressions
have much shorter common synonyms far easier to read, write, say, and hear.
See Appendix B, Simpler Words and Phrases. Examples:
Instead of saying
Try saying
consideration be given to
consider
for the purpose of
to
due to the fact that
because
forwarded under separate cover
sent separately
pursuant to authority contained in
per
prioritized list
priority list.
Overuse of
the, that, or
which
Use these words to clarify meaning; otherwise, leave them out:
– The regulations won't allow it.
– I feel that it's a good decision.
– The report which I'm writing is nearly finished.
Continued on next page
Lesson 11, Writing with Clarity
11-7
Action Officer
Wordiness, Continued
Dummy
subjects
Dummy subjects are empty expressions that
– obscure the real subject
Examples: Beginning a sentence with
– make the sentence longer
It is
– delay the point
It appears
– encourage passive voice, and
There is (are)
– hide responsibility.
It will be.
Examples
Otherwise, delete the dummy subject and move the real subject to the front.
Instead of saying
It is my intention to
There is one thing bothering me
It appears that
It is essential that
Try saying
I intend to
One thing bothers me
I think
You must.
Exception
Beginning a sentence with It is permissible when the pronoun refers to its
antecedent in the previous sentence. Example: “In spite of efforts to eradicate it,
poor writing still survives. It's embedded in the bureaucracy.”
Redundant
pairs
Why create meaningless or unnecessary distinctions that add bulk but not
information? If two ideas are slightly different, is it that important? If not,
eliminate one and retain the one that expresses meaning more precisely.
Examples:
– The manager's function and role . . .
– The diplomats engaged in a frank and candid dialogue.
– The staff provides guidance and assistance.
– First and foremost, we must focus on priorities.
Redundant
modifiers
Examples of redundant modifiers:
– Basic fundamentals
– Actual facts
– Really glad
– Honest truth
– End result
– Separate out
– Start over again
– Symmetrical in form
– Narrow down
– Seldom or ever.
Continued on next page
11-8
Lesson 11, Writing with Clarity
Action Officer
Wordiness, Continued
Needless
repetition
Needless repetition of words or phrases also creates redundancy and makes writing
appear juvenile:
Before:
In the absence of a general officer or civilian equivalent, nonconcurrences may be
signed by a substitute officially designated and acting for a general officer or
civilian equivalent.
After:
If a general officer or civilian equivalent is not available, an authorized substitute
may sign nonconcurrences.
Compound
nouns
Don't use long strings of nouns as modifiers. Revising the sentence may add a
word or two, but it's easier to read:
Instead of saying
Material replacement alternatives
Increased high cost area allowances
Lesson 11, Writing with Clarity
Try saying
Alternatives for material replacement.
Increased allowances for high cost areas.
11-9
Action Officer
Smothered Verbs
Introduction
This map explains how to shorten sentences by eliminating smothered verbs.
Action verb
An action verb is one that expresses meaning without helping verbs or other
modifiers. Example: We agree with the decision.
Smothered
verb
A smothered verb is a verb converted to a noun, so it needs a helping verb and
prepositions or articles to express action. This lengthens a sentence and saps its
vitality. It also encourages use of the passive voice.
“We are in agreement with the decision.“ In this sentence, the writer has
smothered the main verb (agree) with a noun (agreement). The noun now
requires a helping verb (are) and a preposition (in) to show action.
Distinct
endings
Most smothered verbs have distinct endings:
– ance
– ity
– ant
– mant
– ence
– ment
– ness
– sion
– tion.
Weak helping Smothered verbs rely on weak helping verbs to show action.
appears, you know a smothered verb is nearby. Examples:
verbs
– be
– do
– give
– can
– effect
– have
– conduct
– get
– hold
Converting
smothered
verbs
11-10
If one of them
– make
– provide
– put
To give your sentences more punch, find the smothered verb and convert it into
an action verb (or substitute it with a harder hitting verb). This eliminates the
need for a helping verb and other modifiers.
Instead of saying
Try
We held a meeting
We met
I made a choice
I chose
They conducted an investigation
They investigated
Consideration was given to
We considered
We are in support of the plan
We support the plan
He made an attempt to escape.
He attempted to escape.
Lesson 11, Writing with Clarity
Action Officer
Sentence Clarity
Introduction
This map explains how to write clear, emphatic sentences.
Length
So far, you’ve seen how using the active voice and eliminating wordy expressions
enhances clarity. However, this may not be enough. If sentences are all long or
all short, paragraphs may still be hard to read.
Variety
While sentences should average about 15 words, they need not all be the same
length, nor is this desirable. If written clearly, an occasional long sentence is
fine. However, after writing a long sentence, keep the next one short.
Caution: Should you write all long or all short sentences, you’ll present too few
or too many points of emphasis.
Don't make all sentences
because it makes them
the same length
monotonous.
long
dense and hard to read.
short
choppy, telegraphic, and juvenile.
Too long
Example:
I learned I was selected for the job, so I called Jeanne immediately, and I told her
the good news, and that evening we celebrated by going out to dinner.
Analysis:
This sentence of 31words with four stringy thoughts is much too long. And
we’re not sure which point the writer is emphasizing. This sentence must be
divided into shorter ones, but they must not be too short.
Too short
and choppy
Revision of original sentence:
I learned I was selected for the job. I called Jeanne immediately. I told her the
good news. That evening we celebrated by going out to dinner.
Analysis:
Here, we deleted the conjunctions (and, so) and created four short sentences.
They’re easier to read, but when read in order they send a choppy message.
They also raise four points of emphasis for the reader to ponder. We can
make these sentences more effective by combining them.
Continued on next page
Lesson 11, Writing with Clarity
11-11
Action Officer
Sentence Clarity, Continued
Just
about
right
Example (four short sentences):
I learned I was selected for the job. I called Jeanne immediately. I told her the
good news. That evening we celebrated by going out to dinner.
Final revision:
Upon hearing I was selected for the job, I called Jeanne and told her the good news.
That evening we celebrated by going out to dinner.
Analysis:
Using a subordinate and an independent clause, combined first three sentences.
Emphasis
Emphasis correctly placed adds clarity and force to expression.
Beginning Place introductory, preliminary, previously known, or less import points at the
beginning. This tells the reader these preceding words have lesser emphasis than
of
what is to follow.
sentence
End of
sentence
Place the point you wish to emphasize at the end of the sentence. You want to
stress the newest or most important point there.
Bad
example
I called Jeanne and told her the good news, upon learning I was selected for the job.
Analysis: In this example, the emphasis is misplaced. Old information (job
selection) should appear in the front and introduce the new information.
Good
example
Upon learning I was selected for the job, I called Jeanne and told her the good news.
Recap
To add clarity to sentences,
– use the active voice
– delete extraneous words
– reduce clauses to phrases or words
Analysis: In this example, old information precedes the new.
– replace long words with short ones
– control sentence length, and
– emphasize the main point at the end.
Note: This has been a cursory treatment of sentence clarity. For a comprehensive presentation, consult this source:
Joseph M. Williams, Style: Ten Lessons in Clarity and Grace, 2nd ed. (Glenview, IL: Scott, Foresman, 1985).
11-12
Lesson 11, Writing with Clarity
Action Officer
Packaging
Introduction
This map describes how to package a document to make it reader friendly.
Rationale
An ordinary meal is made more inviting when served with fine tableware and
appealing garnishes. Similarly, readers are more likely to read something when
it's attractively packaged.
Packaging is the arrangement of text to enhance its readability and visual appeal.
This opens up writing and gives it white space. Whatever format used—letter,
memo, or fact sheet—packaging makes it easier to read.
Up front
Unlike an O. Henry short story, staff writing doesn't feature suspenseful
narratives and surprise endings. Putting the main point up front allows a reader
to review a matter quickly and go on to something else.
Examples of main points:
– Purpose
– Request
– Reason for writing
Putting the
main point
up front
– Recommendation
– Conclusion
– Bottom line.
To find the main point, pick the sentence you would keep if you had to cut out
all the rest. In other words, request something before justifying it or provide an
answer before explaining it.
To put the main point up front, open with a short statement of purpose, and then
state the main point. Sometimes you can combine the two statements in one
sentence.
Visual appeal Most newspapers and magazines published today are visually appealing and easy
to read through the clever use of visual devices. However when using these
devices, don’t overdo it: too much is as bad as too little.
Examples:
– Color
– Labels
– Bullet lists
– Bold headings
– Text boxes
– Underscoring or italics
– Tables and graphs
– Graphic illustrations.
Continued on next page
Lesson 11, Writing with Clarity
11-13
Action Officer
Packaging, Continued
Example
This is an excerpt from an old Army regulation and a revision. The original is
passive and dense, while the revision is lean and packaged to give it white space.
Before
After
11-12. Introduction
When Government property is lost, damaged, or
destroyed and no other credit method is
appropriate, relief from responsibility for the loss
may be obtained by explaining the circumstances
surrounding the loss, damage, or destruction to the
satisfaction of the Secretary of the Army or his
designated representative. This explanation
ordinarily takes the form of a report of survey,
which constitutes the most important credit
instrument in the Army supply system. The report
of survey system insures that appropriate
investigation is made and that each report of
survey is reviewed objectively at a suitable level.
11-13 Purpose
The report of survey is an instrument to explain
and record the circumstances surrounding the loss,
damage, or destruction of property so that
responsibility can be determined and to serve as a
credit document to justify dropping property from
the property book officer's account. Theoretically,
the explanation on the report is made to the
Secretary of the Army. However, authority for
final approval has been delegated to lower levels,
usually the installation commander or the
reviewing authority. The report is particularly
useful because it provides for detailed
investigation, collection of all information
regarding the case in a single report, and review of
findings and recommendations. Installation
commanders, reviewing authorities, and the Chief
of Finance and Accounting (Office of the
Comptroller of the Army) represent the levels
authorized to take final action on reports of survey.
The level at which final action is taken varies with
different reports, depending on the nature of the
loss, damage, or destruction, persons involved, and
dollar amount involved.
11-14
Introduction
Report of survey (DD Form 200) is the most
important credit method in the Army supply
system. Use it to record what happened to lost,
damaged, or destroyed government property.
The property-book officer can then delete the
item from the property account.
Purpose
Use a report of survey to
– record details of investigation of loss
– collect all information about the case in a
single report
– review findings and recommendations, and
– delete the lost item from the property book.
These levels may take final action:
– Installation commander.
– Reviewing authority.
– Chief of Finance and Accounting (Office of
the Comptroller of the Army).
Level depends on the nature of the loss and the
people and amount of money involved.
Lesson 11, Writing with Clarity
Action Officer
Bullets
Introduction
This map explains how to use bullets to make a long sentence easier to read.
Bullets
If a sentence contains a series of related ideas or laundry-list items, put them in a
bullet format. To make a bullet format, follow these steps:
Step
Action
1
Break the sentence into a lead-in statement and list ideas under it.
Use this technique only for a long series. Don't use it for a series of
only two or three ideas unless you want to emphasize them.
2
Punctuate the lead-in statement in one of two ways:
If the lead-in statement is
then use
a complete sentence
a colon (:).
an introductory phrase
an em dash (—).*
3
Examples
*Style may vary, as explained below.
Use the same grammatical form for each listed item, such as an
infinitive phrase, noun, or verb.
Before:
Departure information will include a complete forwarding address, the reporting
date to the new unit, the order and paragraph number, the issuing headquarters,
and the date of departure.
After:
Departure information will include
– complete forwarding address
– reporting date to new unit
– order and paragraph number
– issuing headquarters, and
– date of departure.
Styles
After—alternate style:
Required departure information:
•
Complete forwarding address.
•
Reporting date to new unit.
•
Order and paragraph number.
•
Issuing headquarters.
•
Date of departure.
Punctuation conventions for bullet lists are flexible. To minimize punctuation in
this text, we’ve omitted the em dash after introductory phrases and limited the
use of periods and capital letters. Whatever style bullet or punctuation adopted,
be consistent throughout. When in doubt, follow local SOP.
Lesson 11, Writing with Clarity
11-15
Action Officer
Editing
Introduction
This map explains how to edit copy, whether it be yours or another writer’s.
Difficulty
Even gifted writers often find writing to be an arduous task. Editing one’s own
work can also be trying because we’re apt to confuse our intent with what we
actually wrote. We don’t always express intentions clearly.
Pride of
authorship
Your writing is fair game to those reviewing it as it passes through the system.
Be prepared to have it criticized and modified. To cope with pride of authorship,
– practice writing every day
– prepare excellent work that withstands scrutiny
– ask experts to help with errors you didn't see or can't fix
– accept valid criticism gracefully, and
– be tactful when proving critics wrong.
Editing
procedure
To edit copy, take these steps:
Step
Action
1
Lay copy aside for a day or two.
2
Then read it from the reader's viewpoint.
3
For objectivity, ask a critic to read it.
4
To see how the text flows, read the copy aloud while a critic follows.
Tip: In a first draft you'll write too much, so in the second cut out half the words.
When it comes to having their work edited, most writers have thin skins. You
Editing a
writer’s work may have the same shortcomings, but it's easier to see them in others. No one
writes poorly on purpose, and only a few do from laziness. Besides pointing out
errors, also offer assistance.
No nit
picking
Someday, people may write letters for your signature. Before nit-picking them to
death and sending them back, ask if they must be perfect or simply acceptable.
The mark of a good executive . . . you're handed letters which you know
you could have written better yourself and you sign them anyway.
—General Dwight D. Eisenhower
Continued on next page
11-16
Lesson 11, Writing with Clarity
Action Officer
Editing, Continued
Rules
Checklist
Complete
Concise
Clear
When editing a writer’s work, follow these rules:
Don't
Do
judge one on writing ability
be objective
nit-pick about minor grammatical
weigh the value of proposed edits against
points or arbitrarily change words
cost in time and effort
change writing for literary effect
focus on meeting standards
hold one to your standards of
accept the writing if it meets minimum
perfection
standards of AR 25-50
ruthlessly mark up every minor thing give feedback, one step at a time
use editing as an evaluation exercise
use editing to help the writer learn
rewrite the work; this relieves him of show the writer how to improve.
responsibility and causes resentment.
Edit copy three times: 1st for completeness, 2nd for conciseness, 3rd for clarity.
ü
Checklist
Just enough information
Examples where needed
Relevant facts
Valid interpretation of facts
Logical argument of position
Objective
Main point up front
Active voice
Short words and sentences
Paragraphs one inch deep
No jargon or pompous words
Subject matter laid out clearly
Subject advanced in stages
Smooth transitions
Clear linkages between stages
Correct spelling & punctuation
Informal
Packaged attractively
Lesson 11, Writing with Clarity
Notes
11-17
Action Officer
Section B—Back Matter
Overview
In this section
This section contains commonly recurring topics found in each lesson.
Topic
Summary
References
Practice Exercises
Answer Key
11-18
See Page
11-19
11-21
11-22
11-24
Lesson 11, Writing with Clarity
Action Officer
Summary
Key points This table summarizes key points of the lesson.
Topic
Summary
Objectives – Identify standards and rules for Army writing.
– Define the active and passive voice.
– Describe types of wordy expressions and ways to eliminate them.
– Write sentences of proper length and with proper emphasis.
– Package writing for ease of reading.
– Use editing tools to ensure correctness.
Standards Standards and rules for writing per AR 25-50:
and rules
Standards
Rules
– Complete
– Bottom line up front
– Concise
– Active voice
– Clear
– Short words, sentences
– Organized
– Lean, one-inch paragraphs
– To the point
– No jargon
– Grammatically correct.
– Error free
– Informal
– One-page letters.
Active and
passive
voice
Using the
active and
passive
voice
Active voice refers to a verb that shows the subject acting.
Example: George threw the ball.
Page
11-1
11-4
11-5
Passive voice refers to a verb that shows the subject being acted upon.
Example: The ball was thrown by George.
Active voice is preferred—shorter, specific, forceful.
Passive voice takes more words, vague, and weak.
11-6
Converting passive to active:
– Identify agent.
– Move agent to subject position.
– Remove the helping verb, to be.
– Remove past participle.
– Replace helping verb and participle with an action verb.
Use passive voice when
– receiver is focus of action
– actor is unknown
– actor is irrelevant
– situation calls for discretion.
Continued on next page
Lesson 11, Writing with Clarity
11-19
Action Officer
Summary, Continued
Key points
Topic
Pompous
Diction
(continued)
Summary
Types of wordy expressions and examples of eliminating them:
Instead of saying
Try saying
for the purpose of
to
due to the fact that
because
Over use of
the, that, or
which
Instead of saying
The regulations won't
I think that it's good.
Try saying
(Leave out.)
(Leave out.)
Dummy
Subjects
Instead of saying
It is requested that
There is (are)
Try saying
Redundant
Pairs
Instead of saying
Try saying
the manager's function and role (Take one out.)
Redundant
modifiers
Instead of saying
basic fundamentals
Try saying
(Delete redundant modifier.)
Needless
Repetition
Instead of saying
Dick gave the book to Jane.
Jane took the book and read it.
Try saying
Dick gave the book to Jane and
she read it.
Compound
Nouns
Instead of saying
Try saying
force modernization initiatives. (Rewrite phrase to break up the
string of nouns.)
Smothered
verbs
Instead of saying
We are in compliance.
Sentence
clarity
Packaging
Bullets
Editing
11-20
Page
11-7
11-8
We ask
(Leave out, rewrite sentence.)
Try saying
We are complying.
To write with clarity,
– write sentences that are neither too long nor too short
– emphasize important points at the end of the sentence
– use the active voice
– delete extraneous words, and
– reduce clauses to phrases or words.
Put the main point up front and use visual devices.
For ease of reading, use bullets for long lists.
– Lay copy aside, then read again.
Be tactful when editing others'
– Adopt reader's viewpoint.
work. Follow do's and don'ts.
– Have a critic read copy.
– Read copy aloud as critic follows.
11-9
11-10
11-11
and
11-12
11-13
11-15
11-16
Lesson 11, Writing with Clarity
Action Officer
References
References
consulted
To write this lesson, we drew from these sources:
Army Regulation 25-50, Preparing and Managing Correspondence,
November 1988.
Army Regulation 600-70, The Army Writing Program, April 1985.
DA Pamphlet 25-40, Administrative Publications: Action Officers Guide,
October 1997.
DA Pamphlet 600-67, Effective Writing for Army Leaders, June 1986.
Blumenthal, Joseph C. English 3200: A Programmed Course in Grammar
and Usage. 4th College Edition. New York: Harcourt Brace, 1990.
Fowler, H. R. The Little, Brown Handbook. 3rd ed. Boston: Little, 1986.
Sabin, W. A. The Gregg Reference Manual. 8th ed. New York:
McGraw-Hill, 1996.
Strunk, William S. Jr. and E. B. White. The Elements of Style. 3rd ed.
New York: Macmillan, 1979.
Williams, Joseph M. Style: Ten Lessons in Clarity and Grace. 2nd ed.
Glenview, IL: Scott, Foresman, 1985.
Websites
To view Army publications listed above, access
U.S. Army Publishing Agency: http://www.usapa.army.mil/gils/
For more assistance on writing improvement, access
Plain Language Action Network: : http://www.plainlanguage.gov/
Lesson 11, Writing with Clarity
11-21
Action Officer
Practice Exercises
Instructions
Select the one best answer.
1.
Which composition rule applies to Army writing?
a. Bottom line up front.
b. Most sentences written in passive voice.
c. Sentences averaging about 25 words.
d. Paragraphs averaging about 10 sentences.
2.
A sentence written in the active voice shows the
a. subject being acted upon.
b. subject not acting.
c. subject acting.
d. object acting.
3.
Use the passive voice when the agent is
a. known.
b. unknown.
c. acting.
d. relevant.
4.
Which sentence contains a redundant modifier?
a. We must separate out the details.
b. The story is true and accurate.
c. The story is true but hard to believe.
d. It appears to be a true story.
Continued on next page
11-22
Lesson 11, Writing with Clarity
Action Officer
Practice Exercises, Continued
5.
A smothered verb
a. can stand alone without a helping verb.
b. is the same as an action verb.
c. is a helping verb.
d. is a verb converted to a noun.
6.
Identify the sentence written with an action verb.
a. Sally attended the party.
b. Sally was in attendance at the party.
c. Consideration was given to the proposal.
d. We are in favor of the plan.
7.
Which sentence emphasizes the main point most effectively?
a. Put out the cat when the clock strikes ten.
b. Ask me no questions and I’ll tell you no lies.
c. I’ll tell you no lies if you ask me no questions.
d. Politicians are honest, for the most part.
8.
To package a document properly, state the main point
a. at the end.
b. after a detailed introduction.
c. in the third or fourth paragraph.
d. up front in the first or second sentence.
Lesson 11, Writing with Clarity
11-23
Action Officer
Answer Key
Instructions
1.
Correct answers are highlighted. Page and source listed below
each question.
Which composition rule applies to Army writing?
a. Bottom line up front.
b. Most sentences written in passive voice.
c. Sentences averaging about 25 words.
d. Paragraphs averaging about 10 sentences.
(Page 11-4, Rules)
2.
A sentence written in the active voice shows the
a. subject being acted upon.
b. subject not acting.
c. subject acting.
d. object acting.
(Page 11-5, Active voice)
3.
Use the passive voice when the agent is
a. known.
b. unknown.
c. acting.
d. relevant.
(Page 11-6, When to use passive)
4.
Which sentence contains a redundant modifier?
a. We must separate out the details.
b. The story is true and accurate.
c. The story is true but hard to believe.
d. It appears to be a true story.
(Page 11-8, Redundant modifiers)
Continued on next page
11-24
Lesson 11, Writing with Clarity
Action Officer
Answer Key, Continued
5.
A smothered verb
a. can stand alone without a helping verb.
b. is the same as an action verb.
c. is a helping verb.
d. is a verb converted to a noun.
(Page 11-10, Smothered verb)
6.
Identify the sentence written with an action verb.
a. Sally attended the party.
b. Sally was in attendance at the party.
c. Consideration was given to the proposal.
d. We are in favor of the plan.
(Page 11-10, Converting smothered verbs)
7.
Which sentence emphasizes the main point most effectively?
a. Put out the cat when the clock strikes ten.
b. Ask me no questions and I’ll tell you no lies.
c. I’ll tell you no lies if you ask me no questions.
d. Politicians are honest, for the most part.
(Page 11-12, End of sentence)
8.
To package a document properly, state the main point
a. at the end.
b. after a detailed introduction.
c. in the third or fourth paragraph.
d. up front in the first or second sentence.
(Page 11-13, Putting the main point up front)
Lesson 11, Writing with Clarity
11-25
Action Officer
Notes
11-26
Lesson 11, Writing with Clarity
Action Officer
Appendix A—Informal Staff Language
Introduction
Action officers and other staffers use an informal vocabulary of colorful words
and expressions to save time and say in a word or two what otherwise might take
several words.
Caution
The expressions are commonly used in the Pentagon and major commands.
They may have different meanings or be irrelevant at your location. Moreover,
they quickly lose currency. We neither condone nor criticize their use but
suggest you use them in the right setting and in good taste.
Used appropriately, these terms enhance communication; used inappropriately,
they confuse or offend. Moreover, if used indiscriminately these expressions can
become a substitute for rigorous thought and precise expression.
When to
avoid
Avoid using these terms
– in official correspondence
– at formal briefings, or
– when dealing with outsiders.
Definitions
Terms are defined below.
Ambush (blind side)
Attack or oppose one's position unexpectedly.
Ankle biters
People who criticize one's position but offer no constructive alternatives.
Back brief
Fill in your boss or others on highlights of briefing you attended.
Back channel
Communications channel that general officers use to transmit personal messages.
Bean counter
One who concentrates on numbers and details while ignoring larger issues.
Bless (sprinkle holy water)
Approve a proposal.
Appendix A, Informal Staff Language
A-1
Action Officer
Blowing smoke
Someone who speaks with no sincerity or substance.
Boiler plate
Standardized remarks or graphics appearing in like publications.
Bootleg copy
Copy of a document given to someone before its official distribution.
Building (the Building)
The Pentagon.
Chop
Signing or initialing an action to indicate coordination. Also used when referring to a command
attaching (or chopping) its forces to another command to support an operation.
Circle the wagons
Mount resistance to defend a position.
Close hold
Information not available for wide dissemination.
Close the loop
Action to close an event.
Comeback copy
Copy of proposed action that circulates for review and concurrence and comes back to action
officer after addressees have chopped on it.
Dog-and-pony show
An elaborate briefing featuring sound effects, multiple screens, or other gimmicks.
Dump
A comprehensive presentation of information.
Elevate the issue
Refer an issue upward for resolution, when lower levels can't agree on a solution.
Also refers to making an issue more visible by bringing it to attention of higher officials.
Eyewash
Cosmetic touches applied to an object or situation to impress visitors or bosses.
Examples: freshly painted facilities, manicured grounds, or fanfare.
Face time
Time spent with big bosses to gain visibility and impress them.
Fallen through the cracks
An issue that's been omitted, neglected, or forgotten.
A-2
Appendix A, Informal Staff Language
Action Officer
Gin up
Work up a paper or get something started in quick fashion.
Grease (grease the skids)
Arrange to expedite an action or move it through the system without opposition.
Horse blanket
Very large sheet of paper pasted on a wall and used to brief complex data or diagrams.
Horse holder (aide, spear carrier)
An assistant to a general officer or senior executive.
Hotwash
An immediate critique of an important meeting or decision briefing to determine what the
principals said and the follow-on actions involved.
In the barrel (hot seat)
Situation where one must appear before a boss to brief or explain a serious issue.
Laydown
A comprehensive presentation of an elaborate plan from "A" to "Z."
Loose cannon
Someone out of control whose ill-conceived schemes cause upheaval.
Muddy the waters
Add confusion or uncertainty to an action by injecting opposition or technicalities.
Nonstarter (that dog won't hunt)
A flawed program or proposal that won't work.
Out of pocket
Situation in which one is unavailable for duty, usually for personal or confidential reasons.
Package
All documents pertaining to an action assembled for coordination or signature (summary sheet,
tasker, tabs, implementing papers).
Pass action
Transfer responsibility for working an action to another office.
Peanut gallery
Action officers and other staffers who sit in back or along a wall during a briefing.
Prebrief
A preliminary briefing to key players which precedes the final briefing to the decision maker.
Used to fine-tune final presentation or as a trial balloon.
Readahead (readahead package)
Material sent to officials to prepare them for upcoming visits, conferences, or briefings.
Appendix A, Informal Staff Language
A-3
Action Officer
Sandbox (turf, rice bowl)
Area of operations or responsibility jealously guarded by the owners.
Sanitize
Use innocuous language or omission of facts when reporting on a sensitive event to outsiders-especially one that affects national security.
Scrub
Make final revision or fine-tune an action.
Shepherd
Personally guide an action through the coordination process.
Sign up
Agree or commit to a proposal.
Silver tongue
A smooth convincing speaker.
Slip
Postpone or delay an action.
Smoke and mirrors
Slick packaging or other gimmicks used as a substitute for substance.
Staffer
One who does staff work.
Stakeholder
Someone who has an interest in or is affected by an action.
Straphanger
One who is along for the ride, takes up space, and contributes little or nothing.
Strawman
A rough draft for discussion purposes.
Swag
A gross estimate or guess.
Tap dance
Attempt to evade a tough question or hide ignorance by talking around the issue.
Tasker
Verbal or written directions that initiate an action.
Up to speed
Fully informed and on schedule.
A-4
Appendix A, Informal Staff Language
Action Officer
Vanilla
Innocuous or noncommittal description or explanation.
War lords
Major field commanders.
Weenie
A low-level bureaucrat with little influence.
Whitewash
Gloss over or hide defects to escape censure or give the appearance of soundness.
Wicker
Arrange events to get something to work.
Wing it
Attempt to make a presentation with little or no preparation or knowledge of the subject.
Wiring diagram
Organization chart.
Wise men
Key powerful officials.
Wrapped around the axle
Lack of progress because of immersion in details or inability to see the big picture.
Appendix A, Informal Staff Language
A-5
Action Officer
Notes
A-6
Appendix A, Informal Staff Language
Action Officer
Appendix B—Simpler Words and Phrases
Introduction
In spite of campaigns to improve, poor
writing still pervades bureaucratic
institutions. It persists because people
– don't know any better
– think it's expected, or
– feel it's a way to impress others.
Less is more
Official writing doesn't demand big words or
pompous phrases. Small, one-syllable words
– form the backbone of the English language
– save writing and reading time, and
– increase your power of expression.
Payoff
Simple words and phrases enable readers to
– read what you write
– understand it, and
– remember who wrote it.
Instead of,
try . . .
Review the list of big words and pompous phrases in the first
column; then consider the simpler alternatives in the second.
Appendix B, Simpler Words and Phrases
B-1
Action Officer
Instead of
a number of
accompany
accomplish
accomplish (a form)
accordingly
accrue
accurate
achieve
actual
additional
adjacent to
advantageous
advise
affix
afford an opportunity
aircraft
anticipate
apparent
appear
appreciable
appropriate
approximately
as a means of
as prescribed by
ascertain
assist, assistance
attached herewith is
attempt
at the present time
benefit
by means of
cannot
capability
category
B-2
Try
some
go with
carry out, do
fill out
so
add, gain
correct, exact
do, make
real
added, more
next to
helpful
recommend
put, stick
allow, let
plane
expect
clear, plain
seem
many
proper, right
about
to
under
find out, learn
aid, help
here's
try
now
help
by, with
can't
ability
class, group
Appendix B, Simpler Words and Phrases
Action Officer
Instead of
comply
component
comprise
concerning
conclude
concur
confront
consequently
consolidate
constitutes
construct
contains
continue
contribute
cooperate
currently
deem
delete
demonstrate
depart
designate
desire
determine
develop
disclose
discontinue
disseminate
do not
downsize
due to the fact that
echelons
effect
elect
eliminate
Appendix B, Simpler Words and Phrases
Try
follow
part
form, make up
about
close, end
agree
face, meet
so
combine
is, forms
build
has, holds
keep on
give
help
(leave it out)
think
cut, drop
prove, how
leave
appoint, pick
wish
decide, find
grow, make
show
drop, stop
send, issue
don't
reduce
because, due to
levels
make
choose, pick
cut, drop, end
B-3
Action Officer
Instead of
employ
encounter
encourage
endeavor
enumerate
equitable
equivalent
establish
evaluate
evidenced
evident
examine
exhibit
expedite
expeditious
expend
facilitate
factor
failed to
feasible
females
final
finalize
for example
forfeit
for the purpose of
forward
forwarded under
separate cover
function
fundamental
furnish
has the capability
herein
however
B-4
Try
use
meet
urge
try
count
fair
equal
set up, prove
check, test, rate
showed
clear
check, look at
show
hurry, speed up
fast, quick
pay, spend
ease, help
reason, cause
didn't
can be done
women
last
complete, finish
such as
give up, lose
for, to
send
sent separately
act, role, work
basic
give, send
can
here
but
Appendix B, Simpler Words and Phrases
Action Officer
Instead of
identical
identify
immediately
impact (v)
impact (n)
impacted
implement
in accordance with
in addition
in an effort to
in conjunction with
in lieu of
in order that
in order to
in regard to
in the amount of
in the course of
in the event that
in the near future
in view of
in view of the above
inasmuch as
inception
incorporate
incumbent upon
indicate
indication
initial
initiate
it is
it is essential
it is recommended
it is requested
justify
Appendix B, Simpler Words and Phrases
Try
same
find, name, show
at once, now
affect, change
effect
changed
carry out, do
by, under
also, besides, too
to
with
instead of
for, so
to
about, on
for
during, in
if
soon
since
so
since
start
blend, join
must
show, write down
sign
first
start
(leave out)
must
I/we recommend
I/we ask
prove
B-5
Action Officer
Instead of
legislation
limited number
limitations
locate
location
magnitude
maintain
majority
maximum
minimize
modify
monitor
nebulous
necessitate
notify
numerous
objective
obligate
observe
obtain
operate
operational
optimum
partnering
option
participate
perform
permit
personnel
pertaining to
place
portion
position
possess
preclude
B-6
Try
law
few
limits
find, place
place, scene, site
size
keep, support
most
greatest, most
decrease, lessen
change
check, watch
vague
cause, need
let know, tell
many, most
aim, goal
bind, compel
see
get
run, work
working
best, greatest
partnership
choice, way
take part
do
let, allow
people, soldiers
about, of, on
put
part
place
have, own
prevent
Appendix B, Simpler Words and Phrases
Action Officer
Instead of
previous
previously
prior to
prioritize
probability
procedures
proceed
proficiency
programmed
promulgate
provide
provided that
provides guidance to
(the) provisions of
purchase
pursuant to
reason for
recapitulate
reduce
reflect
regarding
relating to
relocation
remain
remainder
remuneration
render
request
require
requirement
retain
review
selection
similar
solicit
Appendix B, Simpler Words and Phrases
Try
earlier, past
before
before
priority, rank
chance
rules, way
do, go on, try
skill
planned
announce, issue
give, say, supply
if
guides
(leave out)
buy
per
why
sum up
cut
say, show
about, of, on
about, on
move
stay
rest
pay
give, make
ask
must
need
keep
check, go over
choice
like
ask for
B-7
Action Officer
Instead of
state
subject
subject to
submit
subsequent
subsequently
substantial
sufficient
take appropriate
measures
terminate
that
there is (are)
therefore
thereof
this office
time period
transmit
transpire
type
until such time as
(the) use of
utilize, utilization
validate
verbatim
via
viable
warfighting
warrant
whenever
whereas
with reference to
with exception of
witnessed
B-8
Try
say
the, this, you
may be
give, send
later, next
after, later, then
large, real, strong
enough
act
end, stop
(leave out)
(leave out)
so
its, their
us, we
time, period
send
happen, occur
(leave out)
until
(leave out)
use
confirm
exact
in, on, through
workable
war, warfare
call for, permit
when
since
about
except for
saw
Appendix B, Simpler Words and Phrases
Action Officer
Appendix C—Discussion Papers
Overview
Introduction
This appendix illustrates various types of discussion papers and formats
organizations commonly use Armywide.
Application
Nonstandard formats. The formats shown here are nonstandard and may vary
across organizations. When in doubt, follow local SOP.
Standard formats. AR 25-50, Preparing and Managing Correspondence
prescribes standard formats for official correspondence such as
– informal memorandums (no official letterhead)
– formal memorandums (official letterhead)
– endorsements, and
– letters.
Access AR 25-50 at U.S. Army Publishing Agency: http://www.usapa.army.mil
In this
appendix
This appendix contains these topics:
Topic
Purpose and Format
Fact Sheet
Information Paper
Point Paper
Position Paper
Decision Paper
Consideration of Nonconcurrence
Appendix C, Discussion Papers
See Page
C-2
C-3
C-4
C-5
C-6
C-7
C-8
C-1
Action Officer
Purpose and Format
Introduction
This map describes the purpose and format of discussion papers. It also briefly
describes two types of discussion papers: talking paper and background paper.
Other types of discussions papers are treated more fully in succeeding maps.
Purpose
Discussion papers impart information to help a decision maker express or
respond to viewpoints. We use them in meetings, speeches, briefings, and
conferences. These papers help readers remember key points, respond to
opposing viewpoints, and guide discussion.
Format
Think how annoying it must be to have to plow through stacks of papers, none of
which are written in a common format. We use various types of discussion
papers in certain formats to
– achieve consistency
– promote understanding
– make documents reader friendly
– shape content, structure, and length of writing, and
– make writing complete, concise, and clear.
User’s needs
The user's needs determine how much information to include in any type of
discussion paper. However, try to limit content to one page. If you need more
space, use a tab for backup information.
Talking
paper
A talking paper outlines the substance of an issue in short sentences. If certain
points need elaboration, add tabs but don't make the reader rely on them.
Use when the reader has good, if not comprehensive, knowledge of the subject.
Background
paper
A background paper is a detailed one-page summary with tabs or attached
references.
Use when the reader has little or no knowledge of the subject.
C-2
Appendix C, Discussion Papers
Action Officer
Fact Sheet
Introduction
A fact sheet is a one-page summary of essential facts about a topic.
FACT SHEET
Date
SUBJECT: Use a word or phrase to define the topic.
BACKGROUND. Briefly describe the situation to enable the reader to
grasp facts in their context. But don’t overshadow facts explained in
the body of the paper. List references bearing on the issue.
FACTS.
1. Use a fact sheet
– to inform decision makers on background and status of an action.
– as backup information at briefings.
– to provide an executive summary of an action if lacking space on
the decision paper to summarize a topic.
2. Use a separate sheet of 8 1/2 by 11-inch plain paper for each topic.
3. Present facts in a sequence the audience most likely expects:
Chronological order:
describing events as they occurred.
Cause-effect, effect-cause: demonstrating results or origins.
Comparison-contrast:
how things are alike, how they differ.
Bad news, good news:
order of importance.
4. Limit content to a single page. Provide only enough detail for facts
to stand alone. If you need more space, use a tab
5. Don't inject opinion or suggestion. If going beyond the facts, use
another format such as an information paper.
6. If coordination is involved, show it at bottom of page or at a tab.
7. POC. List point of contact, office symbol, telephone, and e-mail.
Appendix C, Discussion Papers
C-3
Action Officer
Information Paper
Introduction
An information paper is a one-page discussion of facts, plus opinions,
suggestions, arguments, or matters needing resolution.
INFORMATION PAPER
Date
SUBJECT: Use a word or phrase to define the topic.
BACKGROUND. Briefly describe the situation to enable the reader
to grasp information in context. But don’t overshadow facts treated in
the body of the paper. List references bearing on the issue.
PURPOSE. Use this entry if someone requested the information.
CONCLUSION. In a sentence or two, state the bottom line or your
interpretation of the information. Do not make recommendations—
use a decision paper for that.
DISCUSSION.
1. Use an information paper
– to provide background and status of an action.
– to provide information on request.
– as backup information at briefings.
– to discuss implications of facts, make interpretations, offer opinions,
note opposition, emerging problems, or matters for coordination.
2. For informal use, prepare an information paper on 8-1/2 by 11 inch,
plain bond paper. For information sent outside your headquarters, a
formal memorandum format is more appropriate (see AR 25-50).
3. Present information in a sequence the reader most likely expects or
readily understands. See fact sheet on previous page for examples.
4. Limit content to a single subject, written on a single page. Provide
only enough detail for information to stand alone. If you need more
space, use a tab. But use one only if necessary.
5. If coordination is involved, show it at bottom of the page or at a tab.
6. POC. List point of contact, office symbol, telephone, and e-mail.
C-4
Appendix C, Discussion Papers
Action Officer
Point Paper
Introduction
A point paper outlines main points, facts, positions, questions, and
recommendations. Point papers frequently serve as readaheads to prepare the
decision maker for briefings, conferences, and trips.
Use when the reader has an intimate knowledge of the subject.
POINT PAPER
Date
SUBJECT: Use a word or phrase to define the topic.
1. PURPOSE. In this paragraph, explain why you are providing the
information. Use a point paper to capture the essence of an issue and its
main points or the contents of a lengthy document or briefing.
2. DISCUSSION POINTS.
– Bullet phrases, short to the point, and easy to read.
– Outline of main points to jog the reader’s memory.
– Limited to one page, if possible.
– One-inch margins top, bottom, right, and 1.25 left for hole
punching.
– Serif font, 14 points—easier on the eyes, especially when the user
must review dozens of point papers for a major conference.
3. ASSESSMENT. Summarize the impact of the issue on the Army and
the organization. In many cases, senior staff members will have
prebriefed the decision maker and will have received fresh guidance.
You may have to base the assessment on input from them.
4. RECOMMENDATIONS. Based on the assessment, recommend
actions the decision maker should take in anticipation of possible
outcomes. Recommendations should support the organization’s goals
and the decision maker’s intent. If the issue is complex, you may have
to coordinate the point paper before sending it to the decision maker.
5. POC. List point of contact, office symbol, telephone, and e-mail.
Appendix C, Discussion Papers
C-5
Action Officer
Position Paper
Introduction
A position paper lays out an organization's position or policy on an issue.
Use when advancing or defending a position.
POSITION PAPER
SUBJECT: Use a word or phrase to define the topic.
1. BACKGROUND. Short overview that doesn't overshadow the
position paragraph below. If the sheet is one of many collected
for a common purpose, consolidate the background in a single
document and eliminate this paragraph from the individual sheets.
2. POSITION. Sentence or short paragraph stating organization's
policy or position on the issue.
3. FOR THE POSITION. Supporting facts and arguments
sequenced, labeled, and subdivided.
4. AGAINST THE POSITION. Summary of each argument
against the position. Be accurate when representing opposing
views. You don't want your boss surprised by their strength.
5. REBUTTALS. Summary of rebuttals to opposing arguments.
Ideally, rebuttals will reinforce your position.
6. SOURCES. List sources:
– Action officer (name, office symbol, telephone, e-mail).
– Subject-matter experts.
– Supporting documents.
– Related talking, point, or position papers.
If using only one source, label this paragraph specifically.
Example: "POINT OF CONTACT."
C-6
Appendix C, Discussion Papers
Action Officer
Decision Paper
Introduction
This is a simplified example of a decision paper. Formats vary. Besides
information appearing below, a typical format includes blocks for routing
instructions, control number, suspense date, action officer’s name, and the like.
DECISION PAPER
1. PURPOSE: In one precise sentence state what you want the decision maker
to do or what requested information you’re providing. Also cite the tasker
originating the action. In the examples below, the tasker is at the BLUE TAB.
Examples:
Item for signature: "CG sign memorandum (RED TAB) to MG White approving
proposed Ranger Training Program (BLUE TAB)."
Item for approval: "CofS approve publication of revised FM 108-44,
Arctic Peacekeeping Operations (RED TAB)."
Item of information: "Update DCG on status of Transition 21 Initiative
(Information Paper at RED TAB).
2. BACKGROUND:
– Briefly describe the situation requiring a decision, and explain why you
chose the recommendation you did.
– If you need more space for details, put them in a TAB.
– Capitalize the word, TAB and explain each one in the order mentioned.
3. RESOURCE IMPACT: Always include, even if this entry is "None."
4. COORDINATION: Examples of coordination shown below. If coordination isn’t
required, then state, “Coordination not required.”
OFFICE
NAME
Dir, PMD
Ms. Betty Bottomline
Dir, SMT
Col Nate Naysayer
Dir, RM
Col Sid Adell
Ch, PA&E LTC Wes Poinner
CONCUR
NONCONCUR
BB
DATE
15 Dec 00
NN
16 Dec 00
SA
17 Dec 00
WP
18 Dec 00
5. CONSIDERATION OF NONCONCURRENCE: Attach consideration statement to the
nonconcurrence(s) at the last TAB.
Approved:
Appendix C, Discussion Papers
Disapproved:
See me:
C-7
Action Officer
Consideration of Nonconcurrence
Introduction
If unable to resolve a nonconcurrence, prepare a Consideration of
Nonconcurrence in an MFR format. For the exact format, access AR 25-50 at
U.S. Army Publishing Agency: http://www.usapa.army.mil
For more information, review Lesson 4, Responding to Nonconcurrences.
OFFICE SYMBOL (MARKS NUMBER)
MEMORANDUM FOR RECORD
SUBJECT: CONSIDERATION OF NONCONCURRENCE
1. If an office nonconcurs with a proposal and you can’t resolve it,
write a consideration of nonconcurrence. This statement helps the
decision maker decide.
2. In the first sentence, recount your attempt to seek resolution:
“I have personally discussed this matter with
Colonel Naysayer, and we cannot reach agreement.”
3. Respond to each point and offer rebuttal.
4. Discuss all nonconcurrences on one MFR.
5. Send a copy furnished to each nonconcurring office.
6. Ensure the originating office chief signs the MFR.
7. Place the MFR as the last tab to the staff action.
Sid Adell
COL, GS
Director
CF:
Xxxxxxxxxxxx
C-8
Appendix C, Discussion Papers